Associate Director, Executive Operations

Do you thrive in translating leadership strategy into operational process & frameworks to deliver on a company’s ambitious goals?

Do you enjoy working in a cross-functional role that leads the coordination and strategic alignment of diverse business & office activities?

Are you excited about functioning as an integral administrative partner within a collaborative Executive Leadership Team who are moving at top speed to bring new medicines to patients who are most in need? 

 

If you answered yes to the questions above, then we would like to hear from you! 

 

ProKidney is seeking a motivated and experienced MA-based Associate Director of Executive Operations to support (in a hybrid schedule capacity) the CEO in an extremely fast-paced, highly visible, strategic and operationally blended partnership role. 

 

Read more below on the day-to-day responsibilities that will offer a mission-driven growth opportunity for a seasoned business administration career professional:  

  

• Manage, educate and advocate on behalf of CEO and/or extended C-suite team through strategic time management, streamlined communications, and action accountability to ensure the highest functioning executive team dynamics for securing company success including (but not limited to): 

• Process management, in-meeting facilitation & action items follow-up of weekly ELT meetings 

• Collaborative Executive-level partnering on yearly corporate cadence (i.e. Rhythm of Business) 

• In-depth management of complex processes, logistics and communications for Board Meetings and Board events as associated with CEO/C-suite, extended board members, and external constituents. 

• Provide extensive calendar support requiring strategic prioritization of multiple calendars with effective communication across various internal and external stakeholders. 

• Provide non-routine project-based and administrative support to CEO and/or extended C-suite team, handling high volume of competing requests that require professional discernment on appropriate urgency/prioritization to complete. 

• Main coordinator and facilities contact for small Boston satellite office location (minimum of 2 days on-site per week) 

• Coordinate, schedule and manage travel, meetings, seminars series, speaking engagements and conferences for CEO and/or extended C-suite Team (where applicable) with follow up processing of detail-oriented expense reports. 

• Initiate and continuously improve administrative procedures for Executive Management. 

• Prepare and process departmental paperwork, including non-routine correspondence, complex presentations, contracts, and detailed reports. 

• Independently write communications on behalf of Executives while also reviewing and editing documents for grammar, style and formatting.  

• Independent management of the budgeting and contracting processes within scope of role assignment. 

• Independent coordination of multiple on-going conferences and off-site meetings/events (including (but not limited to) ad-hoc Board events, Senior Leadership Meetings, Executive Strategy Offsites, etc.) 

• Coordination of other departmental projects as assigned. 
    

 External to Department Function: 

• Cross-functional project initiation and ownership to drive impact and value for broader organizational goals. Heavy emphasis placed on Executive Team collaboration to develop (or amplify) the company’s value system and culture.  

• In partnership with Chief People Officer, lead the Culture & Inclusion Committee of ProKidney. 

• Motivation, collaborative development, and resourcing advocate of a high-performing administrative team. 

 

DESIRED BEHAVIORS & COMPETENCIES 

• Experienced, professional and action-oriented demeanor in order to move tasks/projects towards completion 

• Ability to guide decision making in ambiguous circumstances. 

• Demonstrates understanding of how various functional groups and/or strategic leaders in the company interrelate  

• Confidence and professional poise as related to internal Executive-facing interactions/responsibilities and other external high-profile collaborators (ex. External Boards, Investor Community, Philanthropic Orgs, etc.) 

• Aptitude for working in collaborative team environments integrated with a “leadership lens” of maturity, proactive communication, relationship building skills and resiliency. 

• Curious self-starter with a proactive learning mindset to support continuous growth both personally and for the business. 

• Ability to manage multiple, concurrent tasks and/or projects with the highest levels of professionalism, confidentiality, timely turn-around and client service. 

• Solutions-oriented approach to departmental/company challenges with the ability to identify/analyze scope of challenge, determine approach, compile data and prepare reports and positive-change recommendations. 

• Ability to clearly communicate, strategically align and strongly advocate on behalf of the administrative function. 

• Passion for inclusion and belonging efforts at corporate and team levels of an organization 

• Experience with candid conversations and appropriate audience-targeted, performance-related feedback in reference to people management responsibilities and executive coaching support of CEO.  

  

TECHNICAL KNOWLEDGE 

• Advanced working knowledge of Microsoft Office Suite (i.e. PowerPoint, Word, Excel, and shared collaborative tools such as Sharepoint and/or OneDrive for Office 365) or equivalent platform (Google Suite / Mac OS etc.) 

• Comfort with use and integration of mobile and social media technology platforms. 

• Experience with procurement, budgeting and/or project management software tools. 

• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental “expert” and/or “trainer” in specified software platforms. 

• Demonstrates understanding of company policies and procedures and their application/impact on company operations and success. 

• Displays a working knowledge of the company’s product/service + mission critical goals and assists with the implementation of systems/ process that the company needs to operate effectively and achieve optimal success. 

 

BASELINE REQUIREMENTS/QUALIFICATIONS 

• B.A. (or equivalent degree) and 8+ years of relevant work experience (or H.S. Diploma, A.A. or A.S. and 10+ years of relevant work experience) 

• Publicly traded, scale-up Biotech experience required 

• Availability for hybrid work schedule (min 2 non-concurrent days a week onsite at Boston office location) 

• Availability for minimal travel to ProKidney North Carolina Headquarters (estimated twice p/year)